Role Purpose:
The main responsibility of the administrator will be to assist in the development, document control of the policies and procedures of the TFP Department. The administrator will work closely with the Operational Excellence personnel to ensure as the TFP department we are compliant with their directives, policies, and procedures. This role will cover the responsibility of producing departmental reports and working with the individual projects and project teams as necessary. There will be an additional need for this role to support the Procurement Co-Ordinator as and when necessary. Tasks include crafting and managing policy and procedural documents with accuracy and accessibility, ensuring processes have necessary flow charts, process steps, RACI matrices where applicable. The Commercial and Strategy Administrator should diligently develop a stakeholder map, internally and externally, track policies and procedures, contact lists, contractual obligations such as timelines and compliance requirements. This role will ensure meticulous records for adherence to obligations and deadlines are maintained. Acting as central communication hub, facilitate clear and consistent interactions between internal teams and external stakeholders. Additionally, provide support in developing and executing strategic initiatives as well as compile and analyse department performance metrics, delivering reports and presentations for informed decision-making by senior management.
Key Accountabilities:
Administration
- Assist in the development and execution of departmental strategies ensuring alignment with the Operations Department strategy.
- Develop and track key performance indicators (KPIs) and metrics related to TFP activities, providing regular reports and analysis to senior management to evaluate the effectiveness of strategic initiatives and identify areas for improvement.
- Participate in regular performance reviews and evaluations of strategic initiatives, analysing outcomes against established goals and objectives to identify successes, challenges, and areas for refinement or adjustment.
- Tasks related to record keeping of hiring, training, supervising, and evaluating staff members.
- Responsible for creating and managing budgets, allocating resources, and ensuring that finances are handled appropriately
- Develop and enforce policies and procedures to ensure that the department operates efficiently and in compliance with relevant policies and standard operating procedures.
- Serve as a point of contact between different departments or levels of an organization, facilitating communication and collaboration to achieve organizational goals.
- Maintain records and generate reports to track progress towards goals, evaluate performance, and ensure accountability.
IT and Systems
- Action requests such as Policy and Procedure updates, Organograms, Stakeholder Maps, Contact Lists, Project status updates, Departmental Overview.
- Collaborate with the wider operations teams to understand the systems being used for property, tenant and facilities management and fully understand how systems interface with data management and storage.
- Collaborate with the Operational Excellence function to ensure the TFP department is compliant.
- Ensure Document control and revision control standards are being followed.
Processes and Data Management
- Designing and documenting organizational processes, including defining workflows, roles and responsibilities, inputs and outputs, and process metrics.
- Continuously assessing existing processes to identify areas for improvement and implementing changes to enhance efficiency, quality, and effectiveness. This may involve conducting process audits, analysing performance data, and soliciting feedback from stakeholders.
- Ensuring that processes are standardized across the organization and comply with relevant regulations, industry standards, and best practices. This includes monitoring adherence to process guidelines and implementing controls to mitigate risks.
- Providing training and support to employees involved in executing or managing processes to ensure they have the necessary skills and knowledge to perform their roles effectively. This may include developing training programs, conducting workshops, and providing coaching and mentoring.
- Managing the change process associated with implementing new processes or process improvements, including communicating changes to stakeholders, addressing resistance to change, and ensuring smooth transition and adoption.
Health, Safety and Environment
- Comply with Osool's code of conduct (as set out within the employee handbook) and all relevant business processes, procedures, and work instructions to operate with the appropriate safety, quality, and governance standards.
- Exercise a duty of care for your health, safety, welfare, and take all reasonable steps to prevent harm or injury to others by assessing risks and hazards, implementing safety measures, and taking appropriate action when necessary.
- Promote a positive HSQE and information security culture among peers, service providers and all other parties interacting with the Osool brand.
People and Office Management
- Lead by example by delivering exemplary customer service to internal and external stakeholders.
- Act as the first point of contact with regards to delays to work and accordingly communicate the information to the line and section managers.
- Engage with internal and external stakeholders to gather input, feedback, and requirements for strategic planning purposes, ensuring alignment with organizational goals and objectives.
- Keep all TFP stakeholders informed of decisions affecting their areas of operation and to ensure a uniform application of Osool's policies and delivery of agreed service standards.
Job Specifications:
Qualifications and Education:
Minimum bachelor's degree or higher-level diploma in Business Administration
Experience:
Minimum 3 years experience in a Property/Project/Facilities Management operation as a Administrator. Familiar with Policy and Procedure development and implementation, review and control is an added advantage.
Skills:
- Communication
- Organisational
- Time management
- Teamwork
- Framework Agreement Management
- Contract Management
- Reporting and Data Management
Language:
Fluent in verbal and written English.
Core Competencies:
- Adheres to the basic requirements such as attendance, leave and rules of conduct.
- Carries out tasks on time and in high quality
- Asks others and makes sure he/she understands the scope of own job responsibilities
- Is relied upon to carry out own duties and responsibilities on an ongoing basis
- Reviews own personal performance on an ongoing basis and takes appropriate action to ensure that the required performance is achieved
- Demonstrates understanding of, and works to meet, pre-determined standards
- Promptly and efficiently completes work assignments
- Continually compares own work performance against standards
- Completes one thing before beginning something else
- Uses his or her time effectively and efficiently
- Reviews daily schedule to revise, add and/or eliminate activities
- Listens/pays attention actively and objectively
- Presents information and facts in a logical manner, using appropriate phrasing and vocabulary
- Shares information willingly and on a timely basis
- Communicates with others honestly, respectfully, and sensitively
- Responds to client needs in a timely, professional, helpful, and courteous manner, regardless of client attitude
- Clearly shows clients that their perspectives are valued
- Strives to consistently meet service standard
- Demonstrates an awareness of the quality standards set by the organization
- Follows the policies and procedures for quality set by the organization
- Works at a level that typically meets quality standards set by the organization
